Governance: By-law and Policies


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Professional Engineers Ontario

Hamilton-Burlington Chapter
Governance: By-law and Policies
December 2016
Approved by the Board on December 19, 2016

Welcome

A warm welcome to our Chapter!
Chapter Mission

We will enthusiastically provide leadership, experience, skills and time in a co-operative and open-minded manner to achieve success in realizing current and future Chapter goals that benefit our members and our community.
PEO’s Core Values of Accountability, Respect, Integrity, Professionalism, and Teamwork will be basic to all Chapter endeavours and opportunities.
We invite and encourage you to:

keep in touch and check the web site regularly

participate as you are able and when you can.

Contents

1. Professional Engineers Ontario (PEO)

PEO’s Core Values

The Purposes of PEO Chapters
2. Hamilton-Burlington Chapter

Chapter Boundaries

Chapter By-law

Chapter Policies

Policy 1 – Supplement to the By-law

Policy 2 – Chapter Overview

Policy 3 – Cornerstone Aims and Functions to support Chapter Purposes

Policy 4 – Objectives to achieve the Cornerstone Aims & Functions

Policy 5 – Volunteer Guidelines

Part A – for Chapter Volunteers

Part B – for Board reference and use
3. References & Links
1. Professional Engineers Ontario (PEO)
Professional Engineers Ontario, or PEO, is the regulatory body that licenses professional engineers in Ontario. PEO sets standards for and regulates the practice of professional engineering in the province.
Under the Professional Engineers Act, PEO has the mandate to serve and protect the public interest where the practice of engineering is concerned. PEO enforces compliance with the Act so that only those with a licence may practice engineering or advertise their engineering services. The association also disciplines engineers and companies that fail to maintain the profession’s standards.
We do not have an office as we are a local organization made up of volunteers to run events for the registered Engineering Interns (EIT) and Professional Engineers (P. Eng.) of the Hamilton-Burlington area. Some things we do include networking, social events, technical tours, sessions with speakers, and new P. Eng. certificate presentation ceremonies.
In order to become an EIT, go to http://peo.on.ca/ and submit an application. If you’re within 6 months of graduation the application fee is waived. Full details are there. Once you’re an EIT in the area, you’ll start getting our emails about events and can always check in at our website at http://hamilton.peo.on.ca/
Professional Engineers Ontario fulfills the same role the College of Physicians and Surgeons does for physicians and the Law Society of Upper Canada for lawyers.
PEO’s Core Values

PEO’s core values are intended to inform the behaviour of its members, staff, and volunteer leaders in their everyday activities and interactions.
Accountability

PEO protects the public interest by being accountable to the public, such that PEO staff and volunteers accept responsibility for their actions and decisions, and deliver what they promise to deliver, and PEO as an organization honours its legislated and financial obligations. Staff and volunteer performance will be appraised based on meeting objectives within desired timeframes.
Respect

PEO demonstrates respect for its staff, volunteers, applicants, licence holders, and external stakeholders through fair practices and timely, informative communications. In turn, PEO expects that its regulatory obligations and activities in serving and protecting the public interest are respected by its stakeholders.
Integrity

PEO demonstrates alignment between the Professional Engineers Act and its processes and practices, including consistency of its policies and their application to maintain integrity of the licence, and will adhere firmly and impartially to its legislated requirements in pursuit of regulatory excellence.
Professionalism

PEO operates in a professional manner with its applicants, licence holders and external stakeholders, by demonstrating competence, impartiality and reliability.
Teamwork

PEO achieves its goals through effective teamwork and collaborative partnerships both within the organization, between its staff and volunteers, and with other bodies involved in the practice of professional engineering.


The Purposes of PEO Chapters

PEO chapters perform a wide variety of functions including organizing licence certificate ceremonies, hosting technical seminars and social events; providing a forum for members to exchange knowledge and ideas; and offering professional networking opportunities.
PEO chapters aim to:

a) facilitate participation and training of licence holders in the governance, succession planning for PEO leadership, and statutory duties of the profession;
b) work to identify the value of the profession to future licence holders;
c) promote and enhance understanding within society of the self-regulated engineering profession and the importance of licensure; and
d) actively participate in PEO’s policy development.

PEO chapters also engage the youth in discovering the joys of math, science and engineering through education outreach programs and local events throughout the year, including those associated with National Engineering Month.

PEO licence holders and EITs are encouraged to take advantage of the numerous opportunities provided by their local chapter by attending events or even volunteering.
PEO chapters also engage the youth in discovering the joys of math, science and engineering through education outreach programs and local events throughout the year, including those associated with National Engineering Month.
PEO licence holders and EITs are encouraged to take advantage of the numerous opportunities provided by their local chapter by attending events or even volunteering.

Policy 1 – Supplement to the By-Law

This policy enhances the By-Law by outlining procedures and operations useful to the membership in understanding, interpreting and implementing the Articles in the By-Law. The By-Law appears in blue while the policy appears in green following the by-law item to which it refers.
PEO HAMILTON-BURLINGTON Chapter By-Law

PEO Hamilton-Burlington Chapter - Supplement to the By-Law
GENERAL
Chapters of the Association of Professional Engineers of Ontario (called PEO) are constituted and operate under the Professional Engineers Act, Chapter P-28, Statutes of Ontario 1990, Regulation 941 and By-Law No.1:
"3) ...are continued as chapters of the association with areas constituted by their present boundaries..."
"7) ...each chapter may pass by-laws governing its operations and respecting the conduct of their affairs..."
GENERAL - Supplement to the By-Law
NA
ARTICLE 1 - Name


  1. The Chapter shall be known as HAMILTON-BURLINGTON.




  1. The Chapter shall operate in accordance with this by-law and the Terms of Reference for Chapters - roles and responsibilities as passed by Council at Council Meeting #423 dated June 17-18, 2004.



  2. A copy of this by-law shall be filed with the Chapter Office at PEO.


ARTICLE 1.0 – Name - Supplement to the By-Law

NA
ARTICLE 2 – Essential Purpose
The essential purpose of chapters is as a vehicle for involving Engineering Interns and licensed members in the promotion and evolution of a self-regulated engineering profession with specific emphasis on:

  1. Presence

  2. Communication

  3. Grassroots Participation

  4. Recognition

  5. Governance


Note 1: For full details of the Essential Purpose of Chapters, please refer to the most recent version of the Chapter Policy on Essential Purpose of a Chapter.

Note 2: To support the Essential Chapter Purposes, the PEO Hamilton-Burlington Chapter has Chapter Policies. For full details please refer to the most recent version of the Hamilton-Burlington Chapter Policies.
ARTICLE 2.0 – Essential Purpose, Aims and Objectives - Supplement to the By-Law

NA
ARTICLE 3 – Membership
1. Members of PEO residing within the Chapter boundaries (with home address registered with PEO) shall be members of the assigned Chapter. This selection is called their native chapter.
2. Engineering Interns (EIT), as defined in Regulations, who reside within the Chapter boundaries (with home address registered with PEO) shall be members of the assigned Chapter. This selection is called their native chapter.
3. Members of PEO and EITs who are residing outside the Chapter boundaries, but have selected the Chapter as their alternate chapter, shall forego membership of their native chapter and only be members of the alternate Chapter.
4. Members of PEO and EITs can only be members of ONE Chapter at any one time.
ARTICLE 3.0 – Membership - Supplement to the By-Law

NA
ARTICLE 4 – Chapter Management


  1. The governing board of the chapter, known as the Board, is made up of officers and chapter executives. The officers shall be Chair, Vice-Chair, Secretary, and Treasurer. The immediate Past-Chair shall be an officer ex-officio. All other members of the Board are called chapter executives.




  1. The Board shall not be less than five members and not more than twenty.
    Quorum for a Chapter Board Meeting shall be:
    a) a simple majority of the Chapter Board; and
    b) a simple majority of the signing officer positions; and
    c) at least half of all members present must be P.Eng.




  1. Board members must be members of this chapter and in good standing with PEO.



  2. A majority of the members in officer positions and a majority of the members in executive positions must reside within the geographic boundary of the chapter.



  3. Engineers-in-Training Chapter members shall have the privileges of members, except that they may not hold the Officer positions Chair, Vice Chair, Treasurer, Past Chair, or any position with signing authority over Chapter monies.




  1. A Chapter Nominating Committee shall be comprised of three members of the chapter:

    1. All members of the Chapter Nominating Committee must NOT be part of the current slate of candidates.

    2. All members of the Chapter Nominating Committee shall be appointed by the current Board.




  1. A call for election notice shall be sent to all chapter members, requesting nominations for the slate of candidates for the Board, two weeks prior to the Chapter Annual General Meeting (Chapter AGM).




    1. The slate of candidate nominations shall be received and verified by the Chapter Nominating Committee.




  1. All valid nominations must bear the signatures of two nominators who are eligible to vote at the Chapter AGM and the nominee must accept the nomination. Electronic signatures and acceptances are permitted.




  1. A slate of candidates shall be proposed by the Chapter Nominating Committee for presentation at the Chapter AGM.

    1. Nominations will close one week prior to the AGM at the time and date announced by the Chapter Nominating Committee.

    2. Chapter Nominating Committee is obligated to accept nominations from the floor of the AGM.

    3. Each floor nomination must be moved and seconded by two nominators who are eligible to vote at the chapter AGM and the nominee must accept the nomination.




  1. The Officers of the Chapter shall be elected in accordance with established Chapter Policy, on an annual basis, or at such other times as approved by Chapter motion at a General Meeting.




  1. The Chair must have served at least one year on the Board or other committee of Council during the previous five years to qualify to be the Chair.




  1. Should any Officer position become vacant between elections, the Chair, with advice from the Board, is empowered to appoint an eligible successor for the balance of the term of the Board.




  1. Should additional Board members be required at any time due to either resignation or insufficient numbers of individuals elected at the AGM, the Chair, with advice from the Board, is empowered to appoint such additional members as may be required for the balance of the term of the Board.

13.1 Should appointments of additional Board members fail to meet the quorum
requirements for the Chapter Board meeting (Article 4, sub section 2), the
Regional Councillors Committee shall step in to appoint such additional members
as may be required for the balance of the term of the Chapter Board.


  1. The Chapter Election Officer shall be a P.Eng. member of PEO in good standing with PEO. The Chapter Election Officer shall be appointed by the current Board or via an approved motion at the Chapter AGM.

14.1 With the assistance of two Chapter Election Scrutineers, the Chapter Election Officer shall conduct the election for the Chapter in accordance with established Chapter Policies and processes.

14.2 The Chapter Election Officer must NOT be part of the current slate of candidates and may be a member of another Chapter.


  1. Two Chapter Election Scrutineers are required for a Chapter Election. Both Scrutineers shall be P.Eng. or EIT members of PEO in good standing. The Chapter Election Scrutineers shall be appointed by the current Board or via an approved motion at the Chapter AGM


15.1 Chapter Election Scrutineers shall assist the Chapter Election Officer to conduct the election for the Chapter in accordance with established Chapter Policies and processes.

15.2 The role of the Scrutineers shall be to make sure the election process is followed and to prevent the occurrence of corruption or genuine mistakes.

15.3 The Chapter Election Scrutineers must NOT be part of the current slate of candidates and they cannot be a member of another Chapter.

ARTICLE 4.0 - Chapter Management- Supplement to the By-Law
A Board consisting of PEO Hamilton-Burlington Chapter members in good standing shall manage the Chapter.
4.1 Board

  1. The Board consists of Officers and Executives.

  2. Should any officer position become vacant between elections, the Chair, with advice from the Board, is empowered to appoint a successor for the balance of the term of the Board. Such appointment shall be published on the Chapter web site.


4.1.1 Officers

(a) The Officers of the Chapter are:

Four (4) members of the Chapter who are elected at an Annual General Meeting, namely: Chair, Vice Chair, Treasurer, Secretary;

One (1) Past Chair, who is an officer ex-officio, who may be appointed by the Chair if the immediate Past Chair is not available.

(b) In addition to carrying out the Aims and Objectives of the Chapter, the specific Duties of the Officers are:
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